Booking Terms & Conditions

Fernie Lodging Company (the Company) has been creating unforgettable memories since 1990. We manage the largest selection of privately owned accommodation at Fernie Alpine Resort, as well as townhomes and executive residences throughout the Elk Valley and surrounding areas. Please read the following terms and conditions to ensure you are fully aware of your rights and responsibilities.

I. Rates & Occupancy

I. Rates & Occupancy
i. All rates quoted are per night, per property in Canadian dollars, and are subject to tax. Rates and taxes are subject to change without notice. In the event of any rate discrepancies, the Company’s published rate sheet will be considered accurate. The company sets maximum occupancy which varies by property and is strictly enforced. Violation of occupancy policy may result in eviction with no refund for the unused portion of the stay or extra charges.

II. Minimum Nights

II. Minimum Nights
i. Minimum night stays may be required as set by the Company at different times of the year.
ii. The company will set blackout dates at various times of the year where certain minimum night stays will come into effect. For the 2017-18 year, the Company’s blackout dates will be as follows and will apply to any reservation arriving during these dates:
December 22, 2017 – January 3, 2017: 5-night minimum stay in all properties
February 14, 2018 – February 24, 2018: 3-night minimum stay in all properties
iii. If any nights from the reservation fall into the blackout dates, the entire reservation will be ineligible for specials or discounts.

III. Rental Age Requirement

III. Rental Age Requirement
i. Registered occupants must be a minimum of 21 years of age for all Timberline Lodges, Bear Paw Lodges, and Snow Creek Lodge suites. For all other vacation rental properties, registered occupants must be a minimum of 25 years of age. At check-in, the registered occupant will be required to provide photo ID.

IV. Payment

IV. Payment
i. A 30% deposit is required at the time of booking. Final payment (remaining 70%) is due 14 days* prior to arrival for all bookings arriving outside of blackout dates.
*Final payment (remaining 70%) is due 30 days prior to arrival for all bookings arriving during blackout dates.
ii. Reservations made within 14 days of arrival must be paid in full immediately at the time of booking.
iii. Payments may be made using e-transfer or credit card (VISA, MASTERCARD, AMEX). For e-transfers the payment details must include the Fernie Lodging Company reservation number(s).

V. Reservation Fee

V. Reservation Fee
i. A one-time fee of $15.00 CAD (+ tax) per property will be charged at the time of booking and applied to the first night of each reservation.

VI. Confirmation

VI. Confirmation
i. All bookings will be confirmed with a reservation number, once a deposit has been received. The confirmation email, including reservation number, deposit and final payment details is required for reservation confirmation.
ii. It is the responsibility of the guest to ensure the reservation details (including but not limited to, arrival and departure dates, special offers, and the specified property) contained within the confirmation received from the Company are accurate.

VII. Changing or Cancelling a Reservation

VII. Changing or Cancelling a Reservation
i. All changes to a reservation must be requested in writing a minimum of 14 days prior to arrival, and will be subject to the following fees:
ii. Changes made to a reservation where the arrival date remains within the same booking season will be charged a $50 CAD (+ tax) fee per property.
iii. Changes made to a reservation where the arrival date falls outside the original booking season will be charged a $50 CAD (+ tax) fee per property in addition to any extra nightly charges where rates are higher. Where the new booking season has lower nightly rates, there will be no $50 charge however there will also be no refunds.
iv. Reservations cancelled by the guest will be charged a $250 CAD (+ tax) fee per property where a minimum of 14 days’ notice prior to arrival is given. Within 14 days* of arrival all monies will be forfeited for cancelled reservations.
*30 days for reservations arriving during blackout dates.
v. Rates and specials are not transferable. In the case of a reduction in nights, early departure or a change in season, there will be no refunds for unused portions of a reservation.
vi. The Company will confirm cancellations in writing. Guests will be liable for full payment for reservations that do not have an associated cancellation confirmation in writing from the Company.
vii. There will be no refunds if a guest does not arrive on the confirmed arrival date.
viii. Confirmation of any changes or cancellations will be sent by email unless otherwise requested.
ix. Where a booking is made more than 14 days* out from arrival, a 48-hour courtesy window will be extended where the guest may cancel the booking (within 48 hours of making it) with no penalty. All monies will be refunded.
*30 days for reservations arriving during blackout dates.

VIII. Guest Arrival, Departure & Credit Card Pre-Authorization

VIII. Guest Arrival, Departure & Credit Card Pre-Authorization
i. Guests will be required to provide a photo ID, a credit card for pre-authorization (up to $1000 CAD) and sign a damage waiver prior to receiving keys/access to their reserved property. Where possible, this should be arranged prior to arrival in Fernie but can be done upon arrival.
ii. Regular office hours are subject to change as per different times of the year, but as a minimum will be:
9am – 5pm Monday through Sunday (during Spring, Summer & Fall)
8am – 10pm Monday through Sunday (during Winter months)
iii. Check-in is from 4pm. Check-out is at 10am.

iv. There are no Guest Services available outside of office hours, only emergency assistance via phone.
v. Where possible, the guest is to provide an estimated arrival time.
vi. Guests agree to maintain the property in the same condition it was received upon arrival. Guests are liable for any damages or loss to the premises and the furnishings, equipment and household items that occur during the guest’s occupancy. The registered occupant provides authority to the Company to make charges against the pre-authorization provided by the registered occupant, and is responsible for all damages (on a first and third party basis, for repair, remediation or replacement; and if damages are not repairable in whole or in part, for a charge for financial damages per se) and incidental charges including, but not limited to, lost keys, damages and additional cleaning, during their stay. All costs will be assessed within 45 days of departure.

IX. Quiet Time & Consideration of Others

IX. Quiet Time & Consideration of Others
i. Quiet time is from 11pm – 7am.
ii. The Company reserves the right to fine or evict at their discretion, with no refund, on the basis of violation of rental policies including, but not limited to, excessive noise and inappropriate or illegal behavior.

X. Release of Liability

X. Release of Liability
i. The Company will not refund and is not liable for any claims, losses, damages, costs, expenses, delays or loss of enjoyment, of any nature to guests resulting from events beyond the Company’s control. Examples include, but are not limited to, weather conditions, snow conditions, lift closures, road closures, and flight delays. Travel insurance is highly recommended.
ii. The Company cannot guarantee the operation of common facilities including but not limited to, heat, air conditioning, plumbing, appliances, wireless or wired internet, cable television, fireplaces, pools, hot tubs, elevators or like equipment or amenities. No refunds or discounts will be made upon their failure however every effort will be made to make repairs as soon as possible.
iii. It is the responsibility of the guest to report, upon check-in any missing items, problems or concerns with a property to the Company immediately.

XI. Pets

XI. Pets
i. Certain properties are designated pet-friendly. A request must be made at the time of booking and is subject to availability.
ii. A $40 (+ tax) fee per pet will be applied to cover extra cleaning.
iii. Dogs must be kept on a leash at all times when outside the reserved property and are not permitted in common areas including but not limited to pools, hot tubs and fitness areas.
iv. Additional charges may apply for additional services required because of accidents, damages to property (replacement or repair cost) or noise complaints (including reimbursement required as a result of inconveniencing other guests) due to pets.
v. The Company does not guarantee properties are non-allergenic.
vi. Pets found in non-designated “pet-friendly” properties or areas will result in a fine and possible eviction.

XII. Smoking

XII. Smoking
i. All properties, balconies, patios, decks, and common areas are non-smoking. Smoking is also prohibited within 3-meters of all entrances and exits as per British Columbia Tobacco Control Act Regulations.
ii. Violation of the above clause will result in fines starting at $250 CAD (+ tax) being levied, and/or possible eviction.

XIII. Housekeeping

XIII. Housekeeping & Consumables
i. All properties managed by the Company are self-contained and include fully equipped kitchens stocked with a start-up supply of consumables (including single serve salt, pepper, sugar, tea, coffee & filters). The Company will provide a limited amount of liquid dish soap, dishwasher soap, dish cloths and dish towels in all kitchens. These items are not replenished daily. Should guests require more of these items during their stay, they may be purchased from the Company, a local store or brought with the guest.
ii. Daily or weekly housekeeping is not provided in any properties managed by the Company, however housekeeping services may be performed for an additional cost with at least 4 days’ notice. Requests can be made prior to arrival or during check-in. This includes changes of towels/linen. Times and dates will be based on availability of the Company’s housekeeping department.
iii. Upon departure, any property found to require extra cleaning beyond a standard departure clean will be subject to additional cleaning charges.

XIV. Group Bookings

XIV. Group Bookings
i. Any guest wishing to reserve four or more properties with the Company for the same group during the same dates, must have prior written approval from the Company. The Company reserves the right to refuse group bookings. If the guest has booked a group online (including but not limited to the Company’s website), the company reserves the right to cancel the group reservation if prior approval was not sought.
ii. No group bookings will be permitted during the Company’s stated blackout dates. In addition to those blackout dates, the Company may refuse groups on certain weekends during the ski season. This will be at the sole discretion of the Company.
iii. Properties reserved for a group booking may not be cancelled within 45 days prior to arrival, unless written permission has been granted from the Company. If properties are cancelled within this period, full payment will be required. All other policies related to payments, cancellations and other changes to reservations will be accordance with the wholesaler terms and conditions stated herein.
iv. Groups will be required to have one nominated leader or chaperone per 20 guests. The leader will be responsible for helping the Company enforce its terms and conditions, and must be available by cell phone at all times while occupying the Company’s properties.
v. The leader must provide the Company with the following information at least 7 days prior to arrival:
– Their contact information (including cell phone number).
– Accurate rooming list for each property including the names of all registered occupants and their contact information.
– A signed damage waiver and credit card details (for pre-authorization) for each property.
– An estimated time of arrival for the group.

vi. No late check-outs or luggage storage will be provided to groups. All occupants of a group reservation must vacate their properties by the stated Company check-out time of 10am. Should the group wish to ski or stay in Fernie until later in the day of check-out, arrangements must be made for luggage to be stored in their bus/vehicles.